Administrative Supervisor

2030 Schaffer Extended Care Center; United States; On-site; USD 56,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Flexible spending accounts

Paid time off

Life, accidental disability insurance

Employee assistance program (EAP)

403(b) retirement plan

Job summary

Montefiore New Rochelle – Schaffer Extended Care Center is seeking an administrative leader to develop and integrate department operations, ensuring regulatory compliance and high-quality daily functions. You will support the AVP of Nursing and handle confidential paperwork, while coordinating department activities and covering in managers' absence.

Your role includes talent scheduling, HR processes, budgeting support, and front desk supervision within a day-shift schedule at New Rochelle, NY.

Qualifications

• BS preferred; related field is acceptable.
• High school diploma required.
• 4–6 years of relevant experience, including overseeing office activities.
• Background in Accounting/Finance/Healthcare, etc.; Microsoft Office proficiency desired.
• Familiarity with Kronos, SAP, Workday and other clinical systems is a plus.

Responsibilities

• Regulatory compliance: track staff regulatory and educational competencies and maintain personnel files.
• Scheduling: create unit schedules, manage coverage and Kronos data.
• Environment/inventory: maintain regulatory standards and inventory levels.
• Budgetary/finance: assist with budget prep, analysis, and cost control; manage reimbursements.
• HR processes: advise on Payroll, Policy Guidance, IT Support; manage Workday workflows.
• Supervise front desk staff; organize facility events and initiatives.
• Administrative support: plan meetings, manage calendars, prepare documents.

Skills

Multitasking

Customer service

Time management

Education

Bachelor's degree preferred

High school diploma required

Tools

Kronos

CareCast

Workday

SAP Finance System

SAP HCM

Microsoft Office

Excel

Job description

City/State: New Rochelle, New York

Grant Funded: No

Department: SEC Nursing Administration

Work Shift: Day

Work Days: MON-FRI

Scheduled Hours: 8:30 AM-5 PM

Scheduled Daily Hours: 7.5 HOURS

Pay Range: $55,608.09-$69,510.11

Job Summary

This position will develop, integrate, and assume responsibility for a combination of department administrative operations and functions to ensure a high quality operation. This position will provide support to the AVP of Nursing. Additionally, this position will be responsible for all requests from management, physicians, residents, departments, chairs and department leadership. This position will be responsible for processing confidential paperwork and will provide coverage for the department managers in their absence.

Essential Functions

• Regulatory Compliance: Utilize tracking tools to track and schedule staff for required regulatory and educational competencies (i.e., Licensure, OHS, Performance Appraisal, BLS, etc.) Maintain employee's personnel files for regulatory compliance purposes. Conduct random regulatory audits and ensure al deficiencies are rectified. * Employee files are complete, current and all regulatory standards are met. * Staff are current and up to date with all regulatory requirements to fulfill their job duties.
• Scheduling: Creates unit schedule for staff, calls staff in to work supplemental shifts, and assigns appropriate coverage for staffing deficiencies. Ensures all appropriate schedule information is entered in to Kronos. Reconcile all schedules daily Create and track vacation grids * Ensure appropriate staffing levels are maintained at all times.
• Environment and Inventory: Ensure the environment is maintained to regulatory standards; Address necessary issues pertaining to the unit (i.e., patients and public bathrooms, spills, cleanliness, equipment malfunctions, trouble shooting and overall environmental landscape) * Presentable, clean, and organized working environment that meets all regulatory standards * Appropriate inventory levels.
• Budgetary/Finance: Meet with members of the leadership team, as well as the Operations Business Administrator Assist in budgetary/financial preparation, analysis and reconciliation. Variance, Position Control, Cost Center Allocation, Per Diem or OT Utilization, etc. Analyze and manipulate data to identify trends, discrepancies, and operational/financial outliers. Manages metro card program for facility. Process and track check requests, travel and dues reimbursement and purchase acquisitions. Management of outside service process payment of bills through accounts payable.
• HR related processes: Assist staff with questions related to Payroll, HR, Policy Guidance, IT Support, Workday, etc. Track and manage all position requisitions through-out the Finance and HR process Coordinate all personnel activities of the department including: Track work flows (initiate/approvals/deadlines),position activations ,terminations, transfers, Master Data Reports, and any additional requested reports. Manage the discipline track for all associates. * Timely and efficient staffing and on-boarding processes * Prepare and process Workday workflows and reports. support regulatory personnel files and in services managers. TJC sweeps for building to document deficiencies for department to correct.
• Supervise, hire, monitor and manage performance for front desk associates. Organize events and initiatives with entire facility such as flu shots, OHS and site visitor events.
• Administrative support: Plan and coordinate meetings, meeting agendas, and meeting minutes. Phone Triage and Calendar Management for AVP, preparation of documents and meeting notes, documentation tracking. Order supplies as needed.
• Other duties as assigned, conducts various projects as requested.

Qualifications

• BS Preferred
• High School Required
• 4-6 years (5 years of relevant experience or an equivalent combination of education and experience is required. This must include experience with overseeing office activities).
• Required Background and/or exposure in related fields (i.,, Accounting, Finance, business, Healthcare, Retail/Hospitality Management, etc.) Preferred Microsoft Office.(i.e., Power Point, Excel, and Word) Ability to learn and operate Montefiore's systems such as Outlook SAP Finance System SAP/HCM, Talent Management System, Kronos, Care cast, other clinical systems, etc.
• Must have strong time management and organizational skills Background and/or exposure in related fields. (i.e., Accounting Finance, business, Healthcare, Retail/Hospitality Management, etc.) Ability to multi-task is required. Must be Customer Service oriented. Must be self-directed and have the ability to work autonomously.

EEO Statement and Eligibility Terms

Fit Test - OHS Annual Assessment - OHS Schaffer Extended Care Center is an equal employment opportunity employer. Schaffer Extended Care Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.

Benefits

• Medical insurance, including prescription plan, dental and vision
• Flexible spending accounts
• Paid time off for illness, vacation and holidays
• Life, accident and business travel insurance
• Employee assistance program (EAP)
• Disability benefits to protect your income
• Tax Deferred Annuity 403(b)
• Employees also have access to an assortment of insurance products and discount programs through Voluntary Benefits.

(1199 Union Benefits information is shared at their member benefits orientation upon hire.)

About the Organization

Montefiore New Rochelle – Schaffer Extended Care is part of Montefiore Health System, a premier academic medical center and the University Hospital for the Albert Einstein College of Medicine. Our mission is to heal, to teach, to discover and to advance the health of the communities we serve. Our vision is to be a premier academic medical center that transforms health and enriches lives. Those who work here are driven by a passion to serve and a desire to provide excellent care to all. We apply our standard of excellence to all that we do, including our benefits.

Career Development and Training

Our aim is to develop and retain talent so that every associate can thrive and contribute authentically with opportunities for career growth throughout their career journey. When you join us, your journey will begin with a formal orientation, including specialized clinical orientations and in-house training. The Montefiore Learning Network provides programs and resources to support staff in their work and career. Associates benefit from formal classes, new associate and leader orientations, new equipment orientations, management development programs, e-learning opportunities and many more career development initiatives.